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HomeMy WebLinkAboutCS 09-20C4PICKE RiNG Report to Executive Committee Report Number: CS 09-20 Date: February 3, 2020 From: Marisa Carpino Director, Community Services & Deputy CAO Subject: Vehicle Data Units and Fuel Rings Standardization - Pickering Operations Centre - File: A-1440 Recommendation: 1. That Council is notified of the quote submitted by P3 -Matic Inc. in the amount of $97,341.00 (HST excluded) for the first phase of increasing the functionality of the fuel system in accordance with Section 9.04 (c) of the Purchasing Policy, wherein sole sourcing the procurement of vehicle data units and fuel rings must be compatible with the existing fuel system and to improve the continuity of existing operations; 2. That the total gross project cost of $109,995.00 (HST included), including the amount of the quotation, and other associated costs be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $99,054.00 as provided for in the approved 2019 Capital Budget; 4. That the P3 -Matic system be established as an approved City-wide standard for all future vehicle data units and fuel ring control system upgrades and installations; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: The fuel fill system used at the old Operations Centre was based on obsolete technology which was insecure and overly relied on user input. Specifically, the control over fuel supply and dispensing relied on authorized users inputting staff identity, vehicle identity, mileage, and fuel type, and did little to check the accuracy of information or prevent loss of inventory. In late 2019, the fuel fill system at the new Operations Centre was installed by the general contractor as part of the scope of work included in Tender T-8-2017 for the new facility. The new fuel island is complete with diesel and gasoline tanks, diesel exhaust fluid (DEF) and four pumps (which forms the hardware of the new fuel fill system). The fuel system consists of software compatible with the fuel island, hardware installed as part of the construction work, sensor rings installed over the fuel filler opening on each vehicle and wireless sending units. The new fuel fill system requires the operator to swipe an ID card. The system itself recognizes the vehicle to be filled, pulls the mileage automatically off the vehicle, and knows the fuel type and CS 09-20 February 3, 2020 Subject: Vehicle Data Units and Fuel Rings Page 2 capacity of the vehicle's tank. The system also integrates the vehicles computer and reports any error codes, from the on -board diagnostic port to the Fleet Management System. In this way, the new fuel fill system allows for mostly hands free control and detailed records for fuel use, inventory and analytics regarding total cost of ownership of vehicles complete with vehicle error code reporting for early maintenance intervention. The 2019 Capital Budget carried funds for furniture, fixture and equipment (FF&E) costs that included the addition of the software for fuel control and data recovery required to implement a controlled fuel inventory and dispensing system that uses minimal user input. At a cost of $97,341.00 (HST excluded), phase 1 of this project is for the supply and installation of Vehicle Data Units and Fuel Rings on 115 vehicles most of which are vehicles operated directly by Public Works. At a cost of approximately $60,000, phase 2 of this project will be for the installation of Vehicle Data Units and Fuel Rings on City owned vehicles operated by other City departments (approximately 103 vehicles). These installation will be completed when they are booked in for routine maintenance service visits. The purpose of this report is to notify Council of the quote submitted by P3 -Matic Inc. in accordance with Section 9.04 (c) of the Purchasing Policy, wherein sole source procurement of vehicle data units and fuel rings must be compatible with the existing fuel system and improve the continuity of existing operations. Financial Implications: 1. Quotation Amount P3 -Matic P2007825 HST (13%) Total Gross Quotation Cost $97,341.00 12,654.33 $109,995.33 2. Estimated Project Costing Summary P3 -Matic P2007825 HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs 97,341.00 12,654.00 $109,995.00 (10,941.00) $99,054.00 CS 09-20 Subject: Vehicle Data Units and Fuel Rings February 3, 2020 Page 3 3. Approved Source of Funds Description Account Code Source of Budget Unspent Required Funds Funds Operations 5315.1801.6173 Proceeds from $600,000.00 $300,000.00 $99,054.00 Centre FF&E- Sale of Land Vehicle data units and fuel rings (Phase 1) Total Funds $600,000.00 $300,000.00 $99,054.00 Project Cost under (over) approved funds by $200,946.00 In accordance with clause 09.09 of the City's Purchasing Policy (PUR-010), a single source or sole source purchase exceeding $125,000.00 is subject to Council approval. This first phase of this purchase is below the applicable threshold, but phase 2, related costs and future expansion to a future northern satellite facility will surpass it once established as a City standard. Discussion: The new Operations Centre is located at 1955 Clements Road, east of Squires Beach Road in Pickering. The approximately 8 ha (20 acres) site is dedicated to the construction of the new Operations Centre with the gross floor area of the main building being approximately 4,925m2 (53,000 ft2). The new Operations Centre is sufficiently sized for planned growth in Pickering, including the new communities of Duffin Heights, Seaton, and the City's downtown intensification. It also accommodates the Public Works Section with capacity for planned growth and will be supplemented by a future northern satellite facility to support the Pickering Innovation Corridor and growth in Seaton. The new Operations Centre consists of the following components: • Administration area with 27 work stations • Muster Rooms for Roads and Parks staff • Training Room (60 seat capacity) • Private Meeting Room (6 seat capacity) • Conference Room (14 seat capacity) • Fuel fill island • Garage Bays for vehicle and equipment repair with 9 repair bays • Separate reception area for Fleet • Weld Shop, Machine Room, Parts Washer, and Cleaning Room • Small Engine Repair Shop • Tire Shop and Storage Room • Central Stores and Tool Rental Shop CS 09-20 February 3, 2020 Subject: Vehicle Data Units and Fuel Rings Page 4 • Drive-through Wash Bay • Storage Mezzanine (1,800 sq. ft.) • Seasonal Storage Building (12,000 sq. ft.) • 16 bay Vehicle Storage Building (16,500 sq. ft.) • Sand and Salt Structure with sufficient capacity for an entire winter season • Outdoor Materials Storage • Large snow storage space adjacent to the storm water management pond The new facility requires the addition of a fuel control and data recovery component system to fully implement a controlled fuel inventory and dispensing system while also enhancing its security and providing a simplified, user-friendly interface. The proposed system will only require the operator to swipe an ID card. By installing the proposed fuel rings and vehicle data units (VDU) on City vehicles, the system will automatically recognize the vehicle to be filled, know whether the user is authorized to fill that particular vehicle, and know the fuel type and capacity of the vehicle's tank. The new fuel system will also download current mileage data from the vehicle and integrate the vehicle's computer to flag and report any error codes to the Fleet Management System. This will enhance staff's ability to proactively identify and implement any necessary maintenance and repairs while helping to extend the life of fleet assets. The new fuel system consists of software compatible with the fuel island hardware installed as part of the construction work included in T-8-2017, sensor rings installed over the fuel filler opening on each vehicle, and wireless sending units. It allows for mostly hands free control, helps maintain detailed records for fuel use, inventory, and analytics, and minimizes risks of human error and potential for fraud and theft. Phase 1 is for the supply and installation of Vehicle Data Units and Fuel Rings on 115 vehicles most of which are vehicles operated directly by Public Works. Phase 2 will be for the installation of Vehicle Data Units and Fuel Rings on City owned vehicles operated by other City Departments (approximately 103 vehicles). These installations will be completed during the scheduled maintenance of vehicles. The anticipated cost for the phase 2 installation of Vehicle Data Units and Fuel Rings will be in the order of $60,000.00. The purpose of this report is to notify Council of the quote submitted by P3 -Matic Inc. in the amount of $97,341.00 (HST excluded) in accordance with Section 9.04 (c) of the Purchasing Policy, wherein sole source procurement of Vehicle Data Units and Fuel Rings must be compatible with the existing fuel system and improve the continuity of existing operations. CS 09-20 Subject: Vehicle Data Units and Fuel Rings Prepared By: rian Duffield Division Head, Operations Marisa Carpino, February 3, 2020 Page 5 Approved/Endorsed By: Ray Rodrigues, CPPB Manager, Supply & Services Stan Karwowski, MBA, CPA, CMA Director, Community Services & Deputy CAO Director, Finance & Treasurer MC:bd Recommended for the consideration of Pickering City Council zvC) ( •1 / Tony Prevedel, P.Eng. Chief Administrative Officer